Collect

Projects & Milestones

Create a project, break it into billable milestones, mark work delivered and approved, and raise a GST invoice straight from any milestone.

In Collect, a project is the container for a client engagement, and milestones are the billable stages within it. You move each project through clear stages, deliver milestone by milestone, and create invoices exactly where the work is done.

Create a project

1Open Collect and go to the Projects tab.
2Tap New project and give it a name (e.g. *“Acme website redesign”*).
3Pick the client from your customers — add new customers in the main app first.
4Save. Your project starts in the first stage, ready for milestones.

Projects as a Kanban board, grouped by stage.

Project stages

You can view projects as a simple list or as a Kanban board that groups them by stage. The stages map to the real journey of getting paid:

Stage	Meaning
To Quote	A new opportunity you haven't priced or committed to yet.
Active	Work is underway across one or more milestones.
Awaiting Approval	Deliverables are out for client sign-off via an approval link.
Invoiced	An invoice has been raised and sent for the work.
Paid	The money has landed and the milestone is settled.

Tip

On the Kanban board, tap a project card to open it; the board groups projects by stage automatically — handy when you want a quick visual of what's stuck in Awaiting Approval or Invoiced but not yet Paid.

Add milestones

1Open a project to see its detail view.
2Tap Add milestone and fill in its Title (e.g. *“Homepage design”*), an optional Description, the Amount and a Due date.
3Once the milestone exists, schedule follow-ups from its ⋯ More → Schedule default reminders — see Reminders & AI messages.
4Repeat for each billable stage of the engagement.

A project's milestones, each with its own action row.

The milestone action row

Every milestone card shows a stage pill (In progress → Delivered → Approved → Invoiced → Paid) that tracks where it stands, plus a single stage-appropriate primary button and a couple of quick actions:

Stage pill + primary button — the one button that matters right now: pending shows Mark delivered, delivered shows Copy approval link, approved shows Create invoice, and invoiced/paid shows an invoice-number chip.
+ Proof — add files, links or notes that show what you delivered. See Proof & client approval.
AI message — draft a collection message for the milestone. See Reminders & AI messages.
⋯ More — the rest of the actions: Mark approved manually, Create invoice now, Copy approval link, Schedule default reminders, Evidence Pack (PDF) and Revoke approval link.

Mark delivered & approved

Marking a milestone delivered signals that the work has shipped — a good moment to attach your proof. Marking it approved records that the client has accepted it. The cleanest way to capture approval is the client approval link, which produces a signed certificate rather than just a status flag.

Note

Marking *delivered* and *approved* are about your delivery record; *Paid* is about the money. A milestone can be approved but still unpaid — that's exactly when reminders and evidence packs earn their keep.

Create an invoice from a milestone

1In the milestone's action row, tap Create invoice (or Create invoice now from the ⋯ More menu).
2InvoiceKaro mints the invoice in one tap — pre-filling the customer and the milestone amount as a line item. There's no inline GST or discount editor and no send-channel picker in Collect.
3Edit or send the invoice afterward from the Invoices tab, where you can adjust GST %, discounts or wording and choose how it goes out.

Important

Once an invoice is sent, it can't be edited — you'd cancel and recreate it. Use a draft while you finalise line items. Full details in Creating invoices.

The invoice carries its own secure pay link, so the client can pay you directly by UPI or bank transfer. When the money arrives, mark the invoice paid and the milestone moves to Paid.